Administrative Services Managers

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What Administrative Services Managers Do[About this section] [To Top]

Administrative services managers plan, direct, and coordinate supportive services of an organization. Their specific responsibilities vary, but administrative service managers typically maintain facilities and supervise activities that include recordkeeping, mail distribution, and office upkeep. In a small organization, they may direct all support services and may be called the business office manager. Large organizations may have several layers of administrative managers who specialize in different areas.

Duties of Administrative Services Managers

Administrative services managers typically do the following:

  • Buy, store, and distribute supplies
  • Supervise clerical and administrative personnel
  • Set goals and deadlines for their department
  • Develop, manage, and monitor records
  • Recommend changes to policies or procedures in order to improve operations, such as changing what supplies are kept or how to improve recordkeeping
  • Plan budgets for contracts, equipment, and supplies
  • Monitor the facility to ensure that it remains safe, secure, and well maintained
  • Oversee the maintenance and repair of machinery, equipment, and electrical and mechanical systems
  • Ensure that facilities meet environmental, health, and security standards and comply with government regulations

Administrative services managers plan, coordinate, and direct a broad range of services that allow organizations to operate efficiently. An organization may have several managers who oversee activities that meet the needs of multiple departments, such as mail, printing and copying, recordkeeping, security, building maintenance, and recycling.

The work of administrative services managers can make a difference in employees’ productivity and satisfaction. For example, an administrative services manager might be responsible for making sure that the organization has the supplies and services it needs. In addition, an administrative services manager who is responsible for coordinating space allocation might take into account employee morale and available funds when determining the best way to arrange a given physical space.

Administrative services managers also ensure that the organization honors its contracts and follows government regulations and safety standards.

Administrative services managers may examine energy consumption patterns, technology usage, and office equipment. For example, managers may recommend buying new or different equipment or supplies in order to lower energy costs or improve indoor air quality.

Administrative services managers also plan for maintenance and the future replacement of equipment, such as computers. A timely replacement of equipment can help save money for the organization, because eventually the cost of upgrading and maintaining equipment becomes higher than the cost of buying new equipment.

The following are examples of types of administrative services managers:

Contract administrators handle buying, storing, and distributing equipment and supplies. They also oversee getting rid of surplus or unclaimed property.

Facility managers oversee buildings, grounds, equipment, and supplies. Their duties fall into several categories, including overseeing operations and maintenance, planning and managing projects, and dealing with environmental factors.

Facility managers may oversee renovation projects to improve efficiency or ensure that facilities meet government regulations and environmental, health, and security standards. For example, they may influence building renovation projects by recommending energy-saving alternatives or efficiencies that reduce waste. In addition, facility managers continually monitor the facility to ensure that it remains safe, secure, and well maintained. Facility managers also are responsible for directing staff, including maintenance, grounds, and custodial workers.

Records and information managers develop, monitor, and manage an organization’s records. They provide information to executive management, and they ensure that employees throughout the organization follow information and records management guidelines. They may direct the operations of on-site or off-site records facilities. They should be familiar with the technology that is used to manage both physical and electronic records. Records and information managers also work closely with an organization’s attorneys, technology, and business operations personnel.

Work Environment for Administrative Services Managers[About this section] [To Top]

Administrative services managers hold about 287,300 jobs. The industries that employ the most administrative services managers are as follows:

Educational services; state, local, and private 14%
Healthcare and social assistance 13
State and local government, excluding education and hospitals 11
Professional, scientific, and technical services 9
Finance and insurance 8

Administrative services managers spend much of their day in an office. They sometimes make site visits around the building, go outdoors to supervise groundskeeping activities, or inspect other facilities under their management.

Administrative Services Manager Work Schedules

Most administrative services managers work full time. About 1 in 4 work more than 40 hours per week. Facility managers often are on call to address a variety of problems that can arise in a facility during nonworking hours.

How to Become an Administrative Services Manager[About this section] [To Top]

Get the education you need: Find schools for Administrative Services Managers near you!

Educational requirements vary by the type of organization and the work performed. Administrative services managers must have related work experience.

Administrative Services Manager Education

A bachelor’s degree is typically required for someone to become an administrative services manager. However, some jobseekers may be able to enter the occupation with a high school diploma. Those with a bachelor’s degree typically study business, engineering, facility management, or information management.

Licenses, Certifications, and Registrations

The International Facility Management Association offers a competency-based professional certification program for administrative services managers. Completing this program may give prospective job candidates an advantage. The program has two levels: the Facilities Management Professional (FMP) certification and the Certified Facility Manager (CFM) certification. People entering the profession can get the FMP as a steppingstone to the CFM. For the CFM, applicants must meet certain educational and experience requirements. The CFM must be renewed every 3 years by completing continuing education and professional development requirements.

For records and information managers, the Institute of Certified Records Managers offers the Certified Records Manager (CRM) certification. For those specializing in information governance, ARMA International offers the Information Governance Professional (IGP) certification.

Work Experience

Administrative services managers must have related work experience reflecting managerial and leadership abilities. For example, contract administrators need experience in purchasing and sales, as well as knowledge of the variety of supplies, machinery, and equipment that their organization uses. Managers who are concerned with supply, inventory, and distribution should be experienced in receiving, warehousing, packaging, shipping, transportation, and related operations.

Advancement for Administrative Services Managers

Advancement of facility managers is based on the practices and size of individual organizations. Some facility managers transfer among departments within an organization or work their way up from technical positions. Others advance through a progression of facility management positions that offer additional responsibilities. Advancement is easier in large organizations that employ several levels and types of administrative services managers.

A master’s degree in business administration or a related field can enhance a manager’s opportunities to advance to a higher level position, such as director of administrative services. Some experienced managers may join or establish a management consulting firm to provide administrative management services to other organizations on a contract basis.

Important Qualities for Administrative Services Managers

Analytical skills. Administrative services managers must be able to review an organization’s procedures and find ways to improve efficiency.

Communication skills. Much of an administrative services manager’s time is spent working with other people. Therefore, communication is a key quality.

Detail oriented. Administrative services managers must pay attention to details. This quality is necessary across a range of tasks, from ensuring that the organization complies with building codes to managing the process of buying equipment.

Leadership skills. In managing workers and coordinating administrative duties, administrative services managers must be able to motivate employees and deal with issues that may arise.

Administrative Services Manager Salaries[About this section] [More salary/earnings info] [To Top]

The median annual wage for administrative services managers is $86,110. The median wage is the wage at which half the workers in an occupation earned more than that amount and half earned less. The lowest 10 percent earn less than $46,430, and the highest 10 percent earn more than $153,570.

The median annual wages for administrative services managers in the top industries in which they work are as follows:

Finance and insurance $97,760
Professional, scientific, and technical services 95,270
State and local government, excluding education and hospitals 87,110
Educational services; state, local, and private 82,730
Healthcare and social assistance 80,770

Most administrative services managers work full time. About 1 in 4 work more than 40 hours per week. Facility managers often are on call to address a variety of problems that can arise in a facility during nonworking hours.

Job Outlook for Administrative Services Managers[About this section] [To Top]

Employment of administrative services managers is projected to grow 8 percent through 2024, about as fast as the average for all occupations. Administrative tasks, including facility management and records and information management, will remain important in a wide range of industries.

A greater focus on the environmental impact and energy efficiency of buildings will keep facility managers in demand. Improving energy efficiency can reduce costs and often is required by regulation. For example, building codes typically ensure that buildings meet environmental standards. Facility managers will be needed to oversee these improvements, in areas from heating and air-conditioning systems to roofing. In addition, facility managers will be needed to plan for natural disasters, ensuring that any damage to a building will be minimal and that the organization can get back to work quickly.

Technology also is expected to affect the work of facility managers in upcoming years. “Smart building” technology will provide facility managers with timely and detailed information, such as equipment failure alerts and reminders to perform maintenance. This information will allow facility managers to complete their work more efficiently and may reduce the total number of managers needed to perform these tasks.

Contract administrators also are expected to be in demand as organizations contract out many services, such as food services, janitorial services, grounds maintenance, and equipment repair.

Records and information managers also are expected to see employment growth. Demand is expected to be particularly strong for those working in “information governance,” which includes the privacy and legal aspects of records management. As new technologies such as cloud computing and mobile devices continue to be introduced, records and information managers will have a critical role in helping organizations address the impact of the new technology on the organization’s records and information management practices.

Administrative Services Managers Job Prospects

Applicants will likely face strong competition for the limited number of higher level administrative services management jobs. However, an increase in the expected number of retirements in upcoming years should produce more job openings. In addition, competition should be less intense for lower level management jobs. Job prospects also are expected to be better for those who can manage a wide range of responsibilities than for those who specialize in particular functions.

Employment projections data for Administrative Services Managers, 2014-24
Occupational Title Employment, 2014 Projected Employment, 2024 Change, 2014-24
Percent Numeric
Administrative services managers 287,300 310,800 8 23,500

*Some content used by permission of the Bureau of Labor Statistics, U.S. Department of Labor.

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